Channel Configuration

By default, channels functionality on your live system is activated. If you wish to test channel integrations in your demo system, please contact support@khaoscloud.com asking for your channels to be activated in your demo system.

The settings within this article can only be modified in Edit mode, please remember to click the Edit button before making changes. For details on managing your channels please see the guide here, Managing Your Channel.

Linking Your Channels

Channels should first be 'connected' before any additional setup is carried out. Below are the links for the different channel setup guides: 

Amazon

BigCommerce

Ebay

EKM

Shopify

WooCommerce

Please Note: If you are using 3rd Party API functionality, your web developer will provide you with the details required to link your channel.

Channel Configuration (Main / Setup Tab)

All of the settings here are located on the Main / Setup tab of the channel configuration screen. These settings include all general settings for channels in addition to options which are only applicable to certain channels as indicated.

General Settings

GENERAL

1. Name – This is the name of the channel as it will appear in KCC. It does not need to match up to any official channel name so long as you can identify it.
   
2. Start Date -  This is the date that the system will look back to when you're first starting to import old sales orders, by default it is one week ago. Note that orders will not be imported if they were placed more than 3 months ago, or before the 'Start Date' held against the channel. 
3. Type – This is the type of channel which was selected when creating the new channel, it is displayed here purely for confirmation purposes.
   
4. Order Ref. Format - This mandatory field requires you to define a custom order number format for orders from the channel. For example, entering KCC in front of the {0}, KCC{0}, will result in KCC importing orders with an “Associated Reference” of KC followed by the channel order number KCC4657984-135465.

It’s important to note that this option MUST not be changed once orders have started importing, as orders may be re-imported as the system will see them as new orders due to a different reference.

1. Channel Enabled – Determines whether the channel is enabled or disabled. We recommend that it remains enabled once you have authenticated the channel.
2. Don’t Import Orders - This important option is enabled by default when creating a new channel and is used to allow some user control over which orders are initially imported. When the channel is enabled and authenticated, Khaos Control Cloud will look back a week or so to find all visible sales orders on the channel during this time period. It’s likely that you may have already processed some, if not all, of the initial orders that are seen by KCC.
   1. Enabled - This option stops sales orders being imported to KCC until you’ve had a chance to review the Imported Orders tab within your channel and decide which ones you should mark as ‘Ignore/don’t import’ .
   2. Disabled - This option sets KCC to import orders from the channel. Any orders on the Imported Orders which not marked to be ignored will be imported into KCC for you to process.

Warning

It is essential that you do not import orders until your stock level have been set up on the system.

1. Don’t Upload Order status
1. Enabled - Order status and shipping information will not get sent back up to the channel and will need to be updated on the channel directly.
2. Disabled - Order status and shipping information will get sent back to the channel once sales orders have been issued in KCC.

1. Don’t Upload Stock Status
1. Enabled - Stock levels will not be updated on the channel. 
2. Disabled - Stock levels will be uploaded to the channel (in accordance with settings under the Main | Stock tab of the channel.

IMPORT OPTIONS

1. IOSS Number - This is the IOSS number to used by the channel. If you ship goods as a result of orders from any marketplace (such as Amazon, eBay, Wayfair) then you must process those orders as IOSS orders using IOSS number provided to you by the Marketplace.
   
2. IOSS External Marketplace - This controls if the orders should be considered from an external marketplace for IOSS tax reasons. It should be enabled for Amazon and eBay, but for other channels may vary.
1. Enabled - Any orders which have VAT included will have that VAT posted to the External Sales Tax nominal within the system accounts.
   
2. Disabled - All orders will have VAT posted to the Tax On Sales nominal within the system accounts.
3. Use Generic Customer
1. Enabled - Customers from imported orders will not be linked up to any existing customer records or created as new customers in KCC. Instead, a generic customer will be created each month, for example, Amaz-0321 for Amazon channel orders in March 2021, and all sales orders imported from the channel will have the individual customers assigned as a contact and delivery address.
2. Disabled - Individual customers downloaded on sales orders from the channel will either be matched up against existing customers within KCC or created as a new customer if they cannot be matched to an existing customer.

Please Note: For Amazon FbA and EposNow channels this setting must be enabled.

1. Enforce Channel Tax (BigCommerce,  WooCommerce  and 3rd Party Channels) - when an order is imported into Khaos Control, where the customer is in a non-UK country with a tax rate specific to that country, the resulting order in the system will have a Tax rate of ‘XT/External’ with the amount matching those charged externally.
2. Use Tracking Keycode (Amazon, Shopify, WooCommerce & 3rd Party APIs Only)
1. Enabled - Imported orders containing a keycode or promotion code will have this treated as a keycode for reporting purposes.
   
2. Disabled - Imported orders containing a keycode or promotion code, will have this treated as a discount, but it can't be reported on.

1. Allow Inflate Prices (Not available for Amazon and eBay channels) - If an order is generated for a country where Tax is not applicable, this option allows the price to be NET+TAX, without KCC splitting out the tax separately.
1. Enabled - The system will treat the value of incoming orders where no tax is applicable as NET+TAX.
2. Disabled - The system will treat the value of incoming orders where no tax is applicable as NET values only.

1. Allow Blank Consignment Ref - 
1. Enabled - The system will not enforce shipping references to the channel. 
2. Disabled - This option will enforce shipping references (if you rely on them being uploaded back to the channel when orders are shipped).

1. Stock Description - Determines whether the stock item descriptions used for imported orders will come from the Channel, or from KCC. This can be useful if, for example, your products have descriptions in a different language and you would like the orders in KCC to show in English, you can select Use description from Khaos Control instead of the channel. This setting also determines what description appears on the paperwork produced by the system.
2. Order Date - Determines whether to use the order date already recorded against the order on the channel, or to define a new one based on the date on which the order is imported into KCC. This will often be the same date, with the possible exception of the initial order imports and possibly any orders which fall just before midnight.
3. Channel Currency - Determines the currency of the orders imported from the channel. If the channel operates in multiple currencies this should be set to none.

Use URN Matching (3rd Party APIs only)

If your channel uses unique URNs for its customer records this option, when enabled, will set KCC to use the same URN as the channel for the customer record.

Please Note: If an order is imported using a different address or contact details for a URN that already exists then this will be added to the existing record.

POS/FbA Orders Stage (Amazon and POS applicable channels only).

This dropdown menu allows the user to specify where POS orders received from the channel will appear within the processing stages of [Sales Invoice Manager]. Typically this will be the Issue stage  as the order processing has already be carried out by Amazon.

Notes and Caveats:

1. If you have chosen to Upload all items in the Stock Options box, the default profiles % Qty to Upload will apply to all stock items. For example, if your default profile has the % Of Level set to 50, only 50% of your available stock quantity for all stock items will be uploaded to your channel.
   

For eBay channels only

When a listing reaches a stock level of Zero eBay will end the listing unless the Out of Stock option is enabled within your eBay account settings.

1. Go to Site preferences in My eBay.
   
2. In the Sell Your Item form and listings section, tick Yes for the Use the out-of-stock option.
   
3. Select Apply.
   

Caveat: This procedure is correct as of 05 Feb 2021 and any subsequent changes within eBay may not be reflected. In this instance, help should be sought from eBay.

Info: If you have Build or Move With stock item relationships on your system and wish to report how many of the relationship you can 'make' from your available, stock you will need a profile with the Rel. Potential option enabled.

Maximum & Minimum Qty to Upload

These options set KCC to send a stock level no higher or lower than the maximum and minimum levels specified here. If the stock level, after taking into account the % Qty to Upload option, is between these values, that is what will be sent to the channel.

Cut Off Level

Rel Potential

This option only affects relationship stock item parents and sets KCC to send the quantity that can be made from the available child item stock levels. If you have both 'Build' and 'Move With' items being listed on the channel you will likely need to create and set up profiles with the Rel. Potential set as required using the below information as a guide.

1. Enabled
   
1. For any 'Move With' or 'Build' items that you wish to upload this is how many packs you can make based on the availability of their child items, then you will need this enabled.
   
2. Disabled
   
1. For 'Build' parents where you only wish to report the current number of compete items you have, you will you require this to be disabled. Any 'Move With' parents that are part of a profile with this setting disabled will have a stock level of 0 reported to the channel.
   

Stock

This grid works by allowing specific stock items to be uploaded and the stock levels for these items is controlled by the profile set against them in this grid. If no specific profile is defined, the system will allocate the default profile to all stock listed upon saving the channel, but this can be changed for individual items. If you have specified a Maximum or Minimum Qty to Upload in the boxes here that is different than what is specified in the profile being used by the item, then the value here will be used.

Please Note: When preparing your stock items for Amazon, the way the system matches when uploading stock item levels is as follows:

•If you have only one code against a stock item and it is the stock barcode, you can just define the stock code as the matching criteria.

•If you have multiple codes against one stock item, you need to define a barcode, for example Amazon SKU, for each one. Therefore, in the stock item you will need to add the different codes for the item by adding the Amazon SKU barcode multiple times.

•Amazon DOES NOT use ASIN's to match stock items.

Categories (Main / Categories) 

This screen is part of the Listings functionality of the system and is not avaliable.

Category Management

Categories

1. Synchronise categories - When enabled, this setting will populate the stock items in the category grid as well as the box below which will display the categories on your channel. You can then move stock between categories using the +New and Del buttons on the grid. These will be synchronised with your channel.
   
2. Keep Stock Item Information Synchronised - With this setting enabled, any changes made to stock items either on your channel or within KCC, will also be reflected on the other system. It should be noted that your level 2 stock type recorded against your stock items in KCC, may be overridden by the category on the channel, and visa versa. If you are using nominal codes relating to specific Level 2 Stock Types, it would be advisable to consider not using this feature.